When you’re done with an old notary embosser, destroy the die plate so it can no longer produce a legible impression, then notify your commissioning authority that you’ve done so. The Revised Uniform Law on Notarial Acts, adopted in some form by many states, requires notaries to destroy or deface their official seal once their commission ends.1Uniform Law Commission. Revised Uniform Law on Notarial Acts (2021) An intact embosser in the wrong hands is a fraud tool, and most states treat it that way.
When You Have to Get Rid of It
The clearest trigger is an expired commission you don’t plan to renew. Once your term ends, the embosser no longer represents any legal authority, and keeping it functional creates risk for no benefit. The same applies if you resign voluntarily or your state revokes your commission for misconduct.
A legal name change also calls for disposal. If you order a new seal with your updated name, the old one should be destroyed right away. Some states require this explicitly, and even where the law is silent, two functional seals with different names invites confusion and potential misuse.
If a notary dies, the responsibility falls to the personal representative, guardian, or whoever ends up in possession of the seal. Under the model uniform law, that person has the same obligation to destroy or deface the embosser and notify the commissioning authority.1Uniform Law Commission. Revised Uniform Law on Notarial Acts (2021)
Can You Keep It as a Souvenir?
Not in working condition. An intact embosser that can still produce a legible impression is a liability whether you intend to use it again or not. States that follow the uniform law framework require destruction or defacement, not retirement to a shelf, and in jurisdictions where the law is silent on disposal, the professional standard is the same.
If you want a keepsake, destroy the die plate (the part that creates the raised impression) and keep the handle or body. Once the functional component is gone, the device is just a piece of metal with no notarial significance.
How to Physically Destroy the Embosser
The goal is to make the die plate permanently unreadable. The die plate is the paired set of metal or hard plastic pieces inside the embosser that press together to create the raised impression.
- Remove the die plate. Most embossers are designed so the plate can be pried or unscrewed from the body. A flathead screwdriver usually does the job.
- Deface the impression surface. Hit the plate repeatedly with a hammer until the letters, numbers, and any state seal design are no longer legible. A metal file works well for scraping finer details.
- Break it apart if you can. Plastic plates snap into pieces. Metal plates are harder to break, but thorough hammering and filing is enough to make the impression unusable.
- Dispose of the pieces separately. Splitting the fragments between two or more trash receptacles adds a final layer of security.
For a rubber ink stamp rather than an embosser, cut the stamping surface with a knife or scissors until no legible impression can be made, then separate the pieces for disposal.
Notify Your Commissioning Authority
Destruction isn’t the last step. The uniform law framework gives notaries 30 days after their commission ends to notify the commissioning authority (usually the secretary of state or equivalent office) that they’ve destroyed or defaced the seal.1Uniform Law Commission. Revised Uniform Law on Notarial Acts (2021) Individual states may set shorter windows; some require written certification within 10 days.
The notification generally includes your name, commission number, and the date you destroyed the seal. Check your state’s notary division website for any required form or online portal. Even if your state doesn’t explicitly mandate notification, sending a brief written record creates a paper trail that protects you if someone later attempts fraud with a seal bearing your information.
If the Embosser Is Lost or Stolen
A missing embosser is more urgent than one sitting expired in your desk. You can’t destroy what you don’t have, so the priority shifts to notification. The uniform law requires prompt notice to your commissioning authority when you discover the seal is lost or stolen.1Uniform Law Commission. Revised Uniform Law on Notarial Acts (2021) Some states set specific deadlines (15 days is common) and require you to state that you no longer have the device and the date you discovered it was missing.
If you believe the embosser was stolen rather than misplaced, consider filing a police report. It creates an official record of when you lost control of the seal, which matters if fraudulent notarizations later surface with your information. If your commission is still active, you’ll also need to order a replacement.
Don’t Forget the Journal
People focus on the embosser and forget the journal, which is arguably more sensitive. Your notary journal contains names, dates, document types, and identification details from every notarization you performed. It doesn’t go in the trash with the destroyed seal.
Most states require former notaries to retain their journals for a set number of years after the last recorded act, with seven to ten years being a typical range. Some states let you transmit the journal to the secretary of state’s office or an approved repository instead of storing it yourself. If a notary dies or becomes incapacitated, whoever has possession of the journal is generally required to send it to the commissioning authority.
Store the journal securely for the required period, and when that period ends, shred or otherwise destroy it rather than simply tossing it out.
Why This Matters
Using an expired notary seal, or letting someone else use yours, can result in criminal charges in most states. Unlawful possession of a notary seal, impersonating a notary, and performing notarizations with an expired commission are typically treated as misdemeanors. Any documents notarized with a defunct seal can also be challenged or invalidated, creating problems for the people who relied on them.
The embosser is your property, but the authority it represents belongs to the state. Once that authority ends, destroying the tool is the cleanest way to close the chapter.